Administrative Assistant

TOA Global; Cebu City; Hybrid; PHP 580,000 - 658,000; Full time

Job summary

TOA Global is seeking a deadline-driven Administrative Assistant to join our North American energy advisory support teams. Hybrid work arrangement with Cebu or Manila offices, full-time schedule, and night shift across PHT time zone.

In this role you will manage digital filing, data entry, and stakeholder communications, leveraging Microsoft 365, SharePoint, and Excel to maintain accurate logs and reports while ensuring timely task completion and compliance.

Qualifications

• Minimum 2–5 years of progressive office administration or corporate data support experience.
• Intermediate to advanced competency across Microsoft 365 Suite (Excel, Word, SharePoint) and Adobe Acrobat Pro for heavy document manipulation.
• Excellent written and verbal English communication skills, with professional etiquette to draft correspondence for international stakeholders and navigate collaboration platforms (MS Teams, Zoom).
• A proactive, solutions-oriented approach to problem-solving; highly organized with strong professional judgment and a collaborative attitude under tight timelines.
• Ability to learn and adapt to new data systems and database software as introduced.

Responsibilities

• Specialized Land Administration: organize digital mail folders, analyze document workflows, and establish standardized file naming conventions for land and asset data records.
• Stakeholder Relations Monitoring: oversee shared inboxes and voicemails, draft professional responses to inquiries from owners and stakeholders.
• Data Log Stewardship: lead high-volume data entry and maintenance of Owner Relations Logs across multiple clients using Microsoft Excel; track delivery times and manage tasks.
• Digital Archive Architecture: organize owner documentation and maintain a structured digital filing system across SharePoint platforms.
• Reporting & Compliance Readiness: compile and format monthly, quarterly, and annual land administration reports; ensure timesheets and task logs are submitted daily.
• Workflow Ownership: take accountability for your queue and keep the onshore Land Administration Team aligned.

Skills

Office administration

Data entry

Communication in English

Tools

Microsoft 365 Suite

SharePoint

Adobe Acrobat Pro

MS Teams

Zoom

Job description

Location: Cebu or Manila, Philippines
Work Arrangement: Hybrid, Full-time
Shift: Monday - Friday | 9:00 PM - 6:00 AM PHT
Salary Range: Php 52,000 - Php 59,000

Unlock Your Potential!

At TOA Global, we have a deep commitment to empowering individuals to excel in their enterprises, careers, and communities. Our global footprint stretches across Australia, New Zealand, North America, and the Philippines, supporting our global clients across specialized corporate accounting, asset management, and energy consultancy sectors.

We are seeking a deadline-driven, highly proactive Administrative Assistant to join our team. In this specialized role, you will provide comprehensive administrative and data support to North American energy advisory professionals and land administration teams. If you are a self-starter who excels at transforming complex tracking requirements into clean digital workflows, this role offers an excellent opportunity to expand your expertise within a highly technical international industry.

Your Impact

Specialized Land Administration: Manage the organization of digital mail folders, analyze document workflows, and establish standardized file-naming conventions for critical land and asset data records.

Stakeholder Relations Monitoring: Oversee shared organizational inboxes and voicemail channels, drafting professional, accurate responses to inquiries from owners and stakeholders.

Data Log Stewardship: Lead high-volume data entry and rigorous maintenance of Owner Relations Logs across multiple clients using Microsoft Excel. Systematically track delivery response times and manage outstanding operational tasks.

Digital Archive Architecture: Organize complex owner documentation and maintain a secure, logical, and highly structured digital filing system across SharePoint platforms.

Reporting & Compliance Readiness: Compile, format, and prepare comprehensive monthly, quarterly, and annual land administration reports for executive review. Ensure all individual timesheets and task logs are submitted daily per firm protocol.

Workflow Ownership: Take absolute accountability for your individual queue, wrapping up loose ends efficiently and keeping the onshore Land Administration Team fully aligned on task statuses.

What You Bring

The Experience: A minimum of 2-5 years of recent, progressive office administration or corporate data support experience, preferably within a fast-paced, multi-client environment.

Technical Mastery: Intermediate to advanced competency across the Microsoft 365 Suite (Excel, Word, SharePoint) and Adobe Acrobat Professional for heavy document manipulation.

Communication Excellence: Exceptional written and verbal English communication skills, with the professional etiquette necessary to draft correspondence for international stakeholders and navigate softphone/collaboration platforms (MS Teams, Zoom).

The Mindset: A proactive, solutions-oriented approach to problem-solving. You are highly organized, possess excellent professional judgment, and display a positive, collaborative attitude when navigating tight compliance timelines.

Agility: A strong capacity to learn and adapt to new, industry-specific data systems and database software as they are introduced, with the willingness to step up and take on expanding responsibilities.

Why You'll Love It Here

We believe in rewarding high achievers with a work environment that fuels both professional growth and personal well-being.

Time for You: Enjoy 21 Total Annual Service Incentive Leaves, flexible to use for travel, emergencies, or anything you may need for your "Me time."

Tenure Recognition Program: Celebrate your milestones with us; on your 2nd year, choose between a cash reward or one free HMO dependent.

Health & Security: Comprehensive HMO and Life Insurance coverage from day one.

Premium Nightshift Support: Earn competitive night shift differential pay while working in a secure, high-performance environment tailored for professionals supporting the North American market.

Hybrid Flexibility: Enjoy the best of both worlds-benefit from collaborative onsite days in our premium Cebu or Manila facilities, paired with the focused productivity of working from home.

Niche Industry Exposure: Broaden your professional profile by mastering corporate land administration and asset management workflows within the lucrative North American energy sector.